Administrative Specialist

Administrative Specialist - POSITION FILLED
Department:  Dean of Studies
Date:  08/23/2019


Founded in 1813, Colby is one of America’s most selective colleges. Serving only undergraduates, Colby’s rigorous academic program is rooted in deep exploration of ideas and close interaction with world-class faculty scholars. Students pursue intellectual passions, choosing among 58 majors or developing their own. Independent and collaborative research, study abroad, and internships offer robust opportunities to prepare students for postgraduate success. Colby is home to a community of 2,000 dedicated and diverse students from around the globe. Its Maine location provides easy access to world-class research institutions and civic engagement experiences.

In a period of fast-paced progress, Colby is building on its strong foundation while remaining committed to excellence, to supporting students and faculty at the highest levels, and to the College’s deep liberal arts traditions. This new chapter includes the creation of innovative academic initiatives and partnerships, strengthening the connections between the liberal arts and the professional world, revitalizing downtown Waterville, and pursuing significant capital projects for performing arts and athletics. Colby invites applicants to apply for the position of:


Office of Dean of Studies

Full-Time, Non-Exempt, Hourly, Staff Appointment


The administrative specialist will provide administrative support to the Office of the Dean of Studies and serve as the primary program support for the following areas: the class dean program, academic and learning support, and access and disability support services, as well as department and division-wide programs.

The ideal candidate will be experienced in handling a wide range of administrative and support-related tasks, and will be able to work independently with little or no supervision. This person must be well organized, flexible, and enjoy the administrative challenges of supporting an office of diverse people.  

The administrative specialist will provide administrative support for the dean of studies, class advising deans, and associate director of student access and disability services, including handling correspondence and communications, managing reception area, scheduling appointments and overseeing calendars, compiling various reports, maintenance of records and other documentation, project management, and assist in coordinating special events. We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.

  • Provide administrative and clerical support for the dean of studies, the class advising deans, associate director of student access and disability services, and support of programs
  • Produce end-of-the-year reports on usage of advising and academic support services
  • Provide support to the deans regarding all academic concerns; keep records of academic warnings and produce letters and reports; coordinate communication with students on probation and for the Committee on Academic Standing, and coordinate the Dean’s List announcements
  • Organize the study room application process in conjunction with the junior / senior class dean
  • Assist with the tutoring program and oversee support with academic departments
  • Oversee the laptop program in conjunction with the first-year class dean
  • Administer the Textbook Assistance Program and other financial access support programs
  • Provide support for the associate director of student access and disability services; assist with the scheduling of exam proctoring
  • Responsible for the department’s office management
  • Manage accounting for departmental budget centers, including all departmental billing and payments
  • Coordinate workflow for student employees
  • Update the department’s website
  • Perform additional duties as assigned; duties, responsibilities, and activities may change at any time with or without notice
  • Perform additional duties as assigned; duties, responsibilities, and activities may change at any time with or without notice
  • Associate’s degree or the equivalent in education and experience
  • Three or more years of previous administrative professional experience
  • Excellent interpersonal, communication, and organizational skills with a high level of motivation
  • Attention to detail and accuracy are critical
  • Talent to handle confidential information with discretion
  • Experience with budgets and schedules required
  • Must be able to work independently and exercise judgment with minimal supervision
  • Exceptional organizational and time management skills to manage multiple projects simultaneously, as well as the flexibility to adjust as new projects are assigned
  • Demonstrated ability to function effectively under pressure; checks work to ensure accuracy and completeness
  • Highly developed computer skills including extensive experience using Microsoft Office Suite, Google Suite, email and web applications, as well as an interest in and ability to learn new programs
  • Talent to prioritize tasks and break down larger objectives into a work plan
  • Strong business English, proofreading, and spelling skills
  • Adept at working collaboratively in a complex environment
  • Able to form and maintain positive relationships with a broad range of individuals and commit to treating all members of the community with respect

This position interacts with students, faculty and staff, parents and families, and outside constituencies.


General open office and campus environment. Position involves sitting, although frequent movement is necessary. Computer usage involving repetitive hand/wrist motion is also necessary.


Interested candidates should apply electronically by clicking the "Apply Now" button on the Colby College website. Please submit a letter of interest, resume, and the contact information of three professional references. Materials should be addressed to:

 Administrative Specialist - Search Committee
Office of Human Resources
Colby College
5500 Mayflower Hill
Waterville, ME 04901-8855


If you experience difficulty uploading your documents, you may submit any .doc or .pdf materials to Please do not submit duplicate materials.

A review of applications will begin immediately and will continue until the position is filled.
Colby is a private, coeducational liberal arts college that admits students and makes employment decisions on the basis of the individual's qualifications to contribute to Colby's educational objectives and institutional needs. Colby College does not discriminate in its educational programs or employment on the basis of race, color, gender, sexual orientation, gender identity, disability, religion, national origin, age, marital status, genetic information, or military or veteran’s status. Colby is an equal opportunity employer and operates in accordance with federal and state laws regarding non-discrimination. Colby complies with Title IX, which prohibits discrimination on the basis of sex in an institution’s education programs and activities. Questions regarding Title IX may be referred to Colby’s Title IX coordinator or to the federal Office of Civil Rights. We encourage inquiries from candidates who will contribute to the cultural and ethnic diversity of our college.

For more information about the College, please visit our web site: